HR & Admin Associate - Makati City

QUALIFICATIONS:

• Bachelor’s degree in HR, Psychology, Business Administration, or related field.

• Preferably with experience in procurement and purchasing, project management, and HR or administrative work

• Proficient in Microsoft Office or Google Workspace.

• Able to manage multiple tasks and coordinate with employees, vendors, and departments.

• Amenable to work in Makati City

JOB DESCRIPTION:

A. Office Management

1. Ensure the smooth running of daily office operations.
2. Maintain office supplies inventory and place orders as needed.
3. Organize and manage office files, records, and documents (both physical and digital).

B. Scheduling & Communication Management

1. Handle incoming and outgoing emails, calls, and other communications.
2. Draft letters, reports, memos, and presentations.
3. Serve as a point of contact for internal and external clients.
4. Manage calendars and schedule meetings, appointments, and events.
5. Arrange travel, accommodations, and itineraries for executives or staff.
6. Prepare meeting agendas and take minutes when required.
7. Organize corporate events, meetings, and team-building activities.
8. Handle logistics for conferences, seminars, and workshops.
9. Coordinate catering, venue bookings, and guest management.

C. Administrative Support

1. Provide administrative support to various departments or teams as required.
2. Prepare reports, presentations, and documents as needed.
3. Assist in the preparation of budgets, expense reports, and financial documents.

D. Human Resources Support

1. Assist in maintaining HR records.
2. Help with the end-to-end recruitment process.
3. Assist in other HR operations assigned tasks.

E. Facilities Management

1. Oversee office maintenance, cleanliness, and security.
2. Coordinate repairs and maintenance of office equipment.
3. Manage relationships with vendors and service providers

F. Finance & Budget Management

1. Process invoices and reimbursements.
2. Monitor office expenses and prepare reports for management.
3. Manage budget planning and financial documentation.

G. Policy and Procedure Compliance

1. Ensure compliance and labor standards with organizational policies, procedures, and regulations.
2. Develop, update, and communicate administrative policies and procedures as needed.
3. Provide guidance and training to staff on administrative policies and procedures.

H. Data Management:

1. Maintain and update databases and information systems.
2. Ensure data accuracy, integrity, and confidentiality.
3. Generate and analyze reports as required.

I. IT & Office Equipment Management

1. Ensure office equipment (printers, computers, telephones) is functioning properly.
2. Coordinate with IT support for troubleshooting technical issues.
3. Maintain databases and data entry for company records.

J. Risk Management

1. Identify potential risks to administrative operations and develop mitigation strategies.
2. Implement measures to safeguard sensitive information and assets.
3. Respond to emergencies or crises according to established protocols.

K. Professional Development

1. Stay updated on best practices, trends, and developments in administrative management.
2. Participate in training and development activities to enhance skills and knowledge.